HomeMy WebLinkAboutLiteracyworks Americorps; 2022-10-20; PSALCA-23025LIB PSALCA-23025LIB
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
LITERACYWORKS AMERICORPS and CARLSBAD CITY LIBRARY SITE AGREEMENT
This agreement is entered into between Literacyworks Americorps (Literacyworks) and the
Carlsbad City Library/Carlsbad City Library Learning Center (the “Site”) for the California Library
Literacy Services AmeriCorps Initiative for the 2022-2023 program year. The following is
understood and agreed to by both parties:
I. Roles and Responsibilities of Literacyworks
As the lead agency administering the grant awarded to Pacific Library Partnership,
Literacyworks will:
A. Provide AmeriCorps members’ living allowance through direct deposit upon submission
of a service log signed and dated by the Member and Site Supervisor (electronic via
America Learns), and in accordance with AmeriCorps’ requirements.
B. Provide all eligible, full-time members with health insurance coverage and other
benefits as required by AmeriCorps’ policy and all other regulatory agencies.
C. Serve as the primary provider of training and technical assistance for members
throughout the program year. Such assistance includes:
1. A Project Administrator employed by Literacyworks who oversees the
AmeriCorps Program and assists members and Site Supervisors
throughout the program year. Kathy St. John will be the Project
Administrator for the 2022-2023 program year and will be the
representative of AmeriCorps with respect to all references to the
AmeriCorps herein, unless otherwise specified.
2. Supporting libraries in recruiting AmeriCorps members for placement at
the Site;
3. Providing recruitment support materials to all Sites recruiting members;
4. Developing an annual schedule for the members, including training
sessions, monthly meetings and community events;
5. Conducting an annual Site visit; more frequent visits may be performed
as needed for trouble shooting or to assist with proper program
implementation;
6. Providing AmeriCorps identification for members;
7. Providing assistance to members and Site personnel to ensure all
AmeriCorps Program performance measures are addressed; and
DocuSign Envelope ID: 24573EBA-E68C-4A55-9394-20367474B297
~LITERACYWORKS ~e ~ AmeriCorps '4fi1 California
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
8. Processing reimbursements for member travel costs as approved.
D. Provide an initial and ongoing AmeriCorps orientation for members and for all
participating Site staff. Participants will receive information and training on:
1. Member service requirements and benefits, as well as instruction on
completing service logs and other required documentation, AmeriCorps
personnel procedures, and grievance procedures;
2. The AmeriCorps and the National Service movement and AmeriCorps’
goals and objectives.
3. Effective practices for achieving AmeriCorps’ goals, including but not
limited to volunteer recruitment and management, tutoring, and related
topics.
E. Provide fiscal management and accounting services for the overall project to include
processing of living allowance payments, health insurance, initial registration and
maintenance of worker’s compensation and other required benefits. Assist Sites with
determining and documenting the value of the in-kind match provided for member
supervision.
F. Pay costs for National Service Criminal History Checks for all members using
Truescreen and Fieldprint, as required. Work with library Sites to ensure library staff
supervising AmeriCorps members meet CNCS background check requirements.
G. Work with Pacific Library Partnership as Fiscal Agent to AmeriCorps’ State and Federal
Offices.
H. Maintain required member records in compliance with AmeriCorps’ guidelines.
Member files will be maintained in America Learns.
I. Develop and distribute forms for the effective evaluation and continuous
improvement of the program, including training questionnaires, program evaluation,
and member evaluations.
J. Complete an annual audit as required by AmeriCorps.
K. Provide member and Site oversight to ensure compliance with all of AmeriCorps’
policies and procedures and to facilitate the successful completion of each member’s
term of service at the site.
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
II. Roles and responsibilities of all library sites (Sites) participating in the CLLS
AmeriCorps Initiative:
A. Site staff will train and supervise members, including:
1. Offering basic literacy tutor training for members;
2. Providing training on local program expectations;
3. Ensuring members understand performance measures, and building
support for achievement of AmeriCorps’ performance measures and
measurement of expected outcomes;
4. Helping members develop skills and techniques for successful
completion of AmeriCorps responsibilities such as tutoring and
volunteer and learner recruitment;
5. Ensuring that members perform timekeeping and outcomes
measurement tracking through America Learns and other systems.
B. Have adequate resources to fulfill the goals of the Program and AmeriCorps, as well as the
individual goals and program objectives of the members. In addition to paragraph C
below, these resources include: administrative support, daily access to a computer, email,
telephone, supplies, postage, copier, and office space (including a suitably secure location
for storing personal effects).
C. Provide a partner cash match of $5,000 per full-time member, $2,000 per half-time
members, and/or $1,000 per quarter-time member for a minimum of 2 members serving
at the site. Entire payment is due upon execution of agreement and no later than
October 31, 2022, unless other arrangements are discussed with Literacyworks Executive
Director Paul Heavenridge. In conjunction with the AmeriCorps program, Sites will
document Site in-kind match as part of the total program match required by the funding
agency. This requires Site Supervisors to complete timekeeping forms to document actual
value of Site supervision based on the identified supervisor’s actual wages and employer-
paid benefits.
D. Identify Site Supervisor(s) to ensure adequate supervision of members in their pursuit of
program goals and activities. These Site Supervisors must have criminal background
clearance in accordance with CNCS policy. Literacyworks AmeriCorps staff submits the
required check on each designated supervisor as part of the requirement. At library sites,
this is the CLLS Literacy Coordinator, acting as Site Supervisor. At non-library sites, this can
be a paid staff member. Identify a Member Supervisor to fulfill program responsibilities
and coach/mentor the AmeriCorps member if the Site Supervisor is likely to be
unavailable during the member’s service hours. The Member Supervisor is expected to
report to the Site Supervisor. The Site and Member Supervisors oversee the program
operations and daily, direct supervision of the members at the assigned site. The Site
Supervisor is responsible for the following:
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
1. Conducting the interview process for member applicants; selecting
members based on their experience and qualifications; complying with
State and Federal nondiscrimination laws throughout the selection
process. Literacyworks recommends that all Site staff participate in the
member selection process. Note that final selection of members is
subject to Literacyworks review;
2. Attending a Site Supervisor training organized by Literacyworks and
described in Section I. Paragraph D. above to include the Member
Supervisor;
3. Ensuring all Site and Member Supervisors are trained and fully informed
regarding AmeriCorps’ policies, procedures, goals and allowable member
utilization;
4. Maintaining knowledge of and compliance with Member Handbook and
Contract guidelines;
5. Providing an office and Site orientation for new members to introduce
staff, explain office policies and include all items listed on the Site
Orientation Checklist;
6. Identifying and assigning responsibilities to each member;
7. Supervising and assisting the members in the implementation of their
service plans to ensure that each member is making adequate progress
toward their adult literacy tutoring and learner and volunteer
recruitment objectives. Verifying that each member is keeping data on
performance measures. Developing library systems to accurately capture
volunteer data for the California Library Literacy Services volunteers
involved in Site assistance/projects, and assisting members to turn in
required volunteer data reports;
8. Monitoring and approving the members’ hours of service through the
America Learns Impact Suite. Members must only engage in allowable
AmeriCorps activities. These activities are listed in the member contract
and covered in the Site Supervisor trainings;
9. Completing any reports, surveys and/or information requests as required
by AmeriCorps within the requested time frame;
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
10. Submitting proper forms if a member is not present for agreed-upon
service. The Literacyworks AmeriCorps Project Administrator should also
be notified of any service problems;
11. Ensuring that members are serving AmeriCorps Program goals and
objectives - not serving in regular daily routine library activities that are
non-allowable activities under AmeriCorps guidelines;
12. Prior to placement of members, consulting with the appropriate labor
organization representing employees in the area who are engaged in the
same or similar work activity as those activities proposed to be carried
out by the AmeriCorps Program to ensure compliance with federal non-
displacement requirements. Documentation of such consultation to be
kept on file by site and is available for review upon request. Sites agree
to adhere to the following federal Corporation (Corporation for
National & Community Service (CNCS) nondisplacement requirements:
(a) An employer may not displace an employee or position, including
partial displacement such as reduction in hours, wages, or employment
benefits, as a result of the use by such employer of a member in a
program receiving Corporation assistance.
(b) An organization may not displace a volunteer by using a member in a
program receiving Corporation assistance.
(c) A service opportunity will not be created under this chapter that will
infringe in any manner on the promotional opportunity of an employed
individual.
(d) A member in a program receiving Corporation assistance may not
perform any services or duties or engage in activities that would
otherwise be performed by an employee as part of the assigned duties of
such employee.
(e) A member in any program receiving assistance under this chapter may
not perform any services or duties, or engage in activities, that—
(i) Will supplant the hiring of employed workers; or
(ii) Are services, duties, or activities with respect to which an individual
has recall rights pursuant to a collective bargaining agreement or
applicable personnel procedures.
(iii) A member in any program receiving assistance under this chapter
may not perform services or duties that have been performed by or were
assigned to any—
(iv) Currently employed worker;
(v) Employee who recently resigned or was discharged;
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
(vi) Employee who is subject to a reduction in force or who has recall
rights pursuant to a collective bargaining agreement or applicable
personnel procedures;
(vii) Employee who is on leave (terminal, temporary, vacation,
emergency, or sick); or
(viii) Employee who is on strike or who is being locked out.
13. Assuring that library will not hire members as library staff or any other
paid position that would prevent the members from completing their
contracted term of service;
14. Acting as a mentor for AmeriCorps members for tutoring, personal
development and service at the library and in the community;
15. Displaying AmeriCorps symbol in the Site office;
16. Releasing the members to attend all required AmeriCorps training
sessions and special AmeriCorps service projects such as Days of Service;
17. Providing any additional training necessary for the members to
accomplish their projects that is above and beyond the training provided
by AmeriCorps;
18. Including AmeriCorps members in staff trainings and meetings, and other
organization meetings as appropriate;
19. Discussing with the member and submitting initial, mid-term and final
evaluation forms for each member to AmeriCorps on forms provided by
AmeriCorps and alerting the Literacyworks office within 25 days of
member start date if there is a concern about the member’s ability to
fulfill the member responsibilities or complete the program year;
20. Ensuring that any member in violation of the terms of the Member
Service Agreement is disciplined in a manner consistent with the
agreement. All disciplinary actions (verbal or written) must be
documented and the documentation sent to the Literacyworks office.
Before any member is terminated for cause, the Literacyworks
AmeriCorps Project Administrator must be notified and sent all
supporting documentation;
21. Providing reimbursement for expenses incurred by members to attend
additional Site-specific training (i.e. transportation costs, etc.) where
appropriate;
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
22. Assuring adherence to guidelines from library and Member Handbook
about contact with minor-age children as follows:
a. During service hours, another adult must supervise any one-
on-one interaction with minor age children by a member.
b. The member is prohibited from having any contact with minor
age children involved in the AmeriCorps Program during non-
service hours.
E. Ensure that staff and members, while performing activities supported by the
AmeriCorps Program or the Corporation, do not engage in the following
activities:
• Attempting to influence legislation;
• Organizing or engaging in protests, petitions, boycotts, or strikes
• Assisting, promoting or deterring union organizing;
• Impairing existing contracts for services or collective bargaining
agreements;
• Serving as daily clerical or other secretarial support for any staff or
regularly serving any daily library duty;
• Writing or assisting in the preparation of any reports, proposals,
grants, or fundraising to benefit the AmeriCorps program;
• Engaging in partisan political activities or other activities designed to
influence the outcome of an election to any public office;
• Participating in, or endorsing, events or activities that are likely to
include advocacy for or against political parties, political platforms,
political candidates, proposed legislation, or elected officials;
• Engaging in religious instruction; conducting worship services;
constructing or operating facilities devoted to religious instruction or
worship; or engaging in any form of religious proselytization;
• Providing a direct benefit to—
(i) A business organized for profit;
(ii) A labor union;
(iii) A partisan political organization;
(iv) A nonprofit organization that fails to comply with the
restrictions contained in section 501(c)(3) of the Internal
Revenue Code of 1986 except that nothing in this section shall
be construed to prevent members from engaging in advocacy
activities undertaken at their own initiative;
(v) An organization engaged in the religious activities
described in this section, unless Corporation assistance is not
used to support those religious activities;
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
• Conducting a voter registration drive or using Corporation funds to
conduct a voter registration drive;
• Providing abortion services or referrals for receipt of such services;
and
• Such other activities as the Corporation may prohibit.
Individuals may exercise their rights as private citizens and may participate in the
activities listed above on their initiative, on non-AmeriCorps time, and using non-
Corporation funds. Members should not wear the AmeriCorps logo while doing so.
F. With respect to dispute resolution with a member or AmeriCorps on a complaint arising
from the interpretation or application of personnel policies or practices, comply with the
Grievance Procedure outlined in the AmeriCorps Member Handbook.
G. The Site understands that any allowable photograph, audio recording, video or film taken
of the Site in conjunction with AmeriCorps can be used by the Commission and/or
AmeriCorps without the site’s express permission. The Site foregoes any rights to royalties
in conjunction with photographs, images, audio recordings, video or film. Student
confidentiality will be honored.
H. If either AmeriCorps or the Site releases a member from service for any reason,
AmeriCorps cannot guarantee a replacement member for the Site.
III. Indemnification
Each party agrees to indemnify and hold harmless the other from and against any and all claims,
losses, damages, costs and expenses that arise out of or result from the negligent, reckless, or
intentional acts or omissions of the indemnifying party (the Indemnitor”) only if and to the extent
adjudicated to be caused by the Indemnitor. Indemnification is subject to: (a) the indemnified
party promptly providing the Indemnitor written notice of the claim; (b) the Indemnitor's right to
control the defense and settlement of the claim (provided that the Indemnitor unconditionally
releases the indemnified party from all liability); and (c) the indemnified party providing
reasonable assistance to the Indemnitor.
Where fault is determined to have been comparative, principles of comparative fault will be
followed, and each party shall bear the proportionate cost of any damage attributed to the fault of
that party, its officers, directors, agents, employees, volunteers, or subcontractors.
The Parties acknowledge that by entering into this Agreement no party waives or intends to waive
any immunities to which they would be entitled in the absence of the Agreement.
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
Each party shall promptly notify the other party of any claims or legal actions arising out of the
performance of this Agreement.
IV. Amendments to this Agreement
This agreement may be changed or revised with the written consent of all parties.
PLEASE SUBMIT THE FOLLOWING SIGNATURE PAGE
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625 2nd Street / Suite 107 / Petaluma, CA 94952 / 707-981-8086 / http://www.literacyworks.org
SITE AGREEMENT 2022-2023
The Carlsbad City Library and Literacyworks AmeriCorps hereby acknowledge by their signatures that
they have read, understood, and agreed to the terms of this document.
Carlsbad City Library
Signature of Library & Cultural Arts Director / Date Library Name (Print)
SUZANNE SMITHSON
(Print) Name of Library & Cultural Arts Director
Carlsbad City Library Learning Center
Signature of Site Supervisor / Date Site Name (Print)
CARRIE SCOTT, Community Outreach Supervisor
(Print) Name of Site Supervisor
Same as Site Supervisor – CARRIE SCOTT
Signature of Member Supervisor / Date Name of Member Supervisor (Print)
APPROVED AS TO FORM:
For CINDIE K. MCMAHON, City Attorney
By: ____________________________
Deputy City Attorney ALLEGRA FROST
LITERACYWORKS
Signature of Project Administrator/ Date
KATHY ST. JOHN
Name of Project Administrator (Print)
Signature of Literacyworks Executive Director/ Date Signature of Literacyworks Secretary/Date
PAUL HEAVENRIDGE GLORIA CRUZ MCCALLISTER
Name of Literacyworks Executive Director (Print) Name of Literacyworks Secretary (Print)
DocuSign Envelope ID: 24573EBA-E68C-4A55-9394-20367474B297
10/13/2022
10/13/2022
10/17/2022
10/18/2022 10/19/2022
10/20/2022
MOULIB-23026LIB
MEMORANDUM OF UNDERSTANDING
Between
CARLSBAD CITY LIBRARY
1775 Dove Lane
Carlsbad, CA 92011
and
LITERACYWORKS
625 Second Street
Suite 107
Petaluma, CA 94952
This statement serves as a memorandum of understanding between Literacyworks Americorps (Literacyworks)
and the Carlsbad City Library. Carlsbad City Library agrees to provide a cash match of $5,000 for each full-time
member and/or $2,000 for each half-time member and/or $1,000 for each quarter-time member that serves at
Carlsbad City Library Learning Center for the 2022-2023 program year as part of the CLLS AmeriCorps Initiative
Grant received by Pacific Library Partnership.
Entire payment is due upon execution of agreement and no later than October 31, 2022. In conjunction with the
AmeriCorps program each library will document the library site’s in-kind match as part of the total program
match required by the funding agency. California Volunteers’ policy requires that each library partner agree to
place at least two members at their site. Literacyworks agrees to provide each member a semi-monthly (every
two weeks) living allowance by direct deposit and provide each full-time member health benefits as required by
AmeriCorps’ policy. Further, any claim for Worker’s Compensation will be covered by Literacyworks under the
AmeriCorps Grant as administered by the AmeriCorps Program. The program is administered by California
Volunteers (CV) and sponsored by the Corporation for National and Community Service (CNCS).
We, the undersigned, as authorized representatives of the (Library) and Literacyworks on behalf of the CLLS
AmeriCorps Initiative, do hereby approve this agreement.
SUZANNE SMITHSON
Library & Cultural Arts Director
Date PAUL HEAVENRIDGE
Executive Director, Literacyworks
Date
Carlsbad City Library
(Library Jurisdiction Name) GLORIA CRUZ MCCALLISTER
Secretary, Literacyworks
Date
APPROVED AS TO FORM:
For CINDIE K. MCMAHON, City Attorney
By: ____________________________
Deputy City Attorney ALLEGRA FROST
DocuSign Envelope ID: 24573EBA-E68C-4A55-9394-20367474B297
10/18/2022
10/19/2022
10/20/2022
~LITERACYWORKS ~® ~ AmeriCorps
., California